Item C12 C.12
County of Monroe P W
;� w 1rJ� BOARD OF COUNTY COMMISSIONERS
r,�� Mayor Craig Cates,District 1
The Florida Keys Mayor Pro Tem Holly Merrill Raschein,District 5
y Michelle Lincoln,District 2
James K.Scholl,District 3
Ij David Rice,District 4
County Commission Meeting
January 18, 2023
Agenda Item Number: C.12
Agenda Item Summary #11555
BULK ITEM: Yes DEPARTMENT: Strategic Planning
TIME APPROXIMATE: STAFF CONTACT: Kimberly Matthews (305) 292-4540
No
AGENDA ITEM WORDING: Approval of Agreement with Rams Head Promotions of Key West,
LLC and authorization for the County Administrator to execute the finalized agreement and approval
of expenditures relating to the Monroe County 200th Anniversary Celebration event on March 25,
2023
ITEM BACKGROUND: On March 25, 2023, the Monroe County 2001h Anniversary Celebration
event will take place at the Coffee Butler Key West Amphitheatre. The venue rental agreement with
Rams Head Promotions of Key West LLC which includes the budget is attached for approval. This
agenda item request authorization for the final version to be executed by the County Administration.
The Monroe County 2001h Anniversary Celebration event will include a musical concert and drone
show. This item also seeks Board approval to procure and purchase good and services as needed
relating to the production of this event.
PREVIOUS RELEVANT BOCC ACTION: On 10/19/22 The Board approved a resolution which
authorized the use of Tourism Development Tax Revenues in a not to exceed amount of$150,000 to
be used to fund the March 25, 2022, event.
CONTRACT/AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATION: Approval
DOCUMENTATION:
2022 Rental Agreement- 200th Anniversary Monroe with Budget Attachment with legal stamp
FINANCIAL IMPACT:
Effective Date: Upon Execution
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Expiration Date: Upon completion of the 3/25/23 event
Total Dollar Value of Contract: Total Amount for Event NTE $150,000
Total Cost to County: $0
Current Year Portion:
Budgeted: Yes
Source of Funds: TDT Funds 115 75041
CPI: No
Indirect Costs:
Estimated Ongoing Costs Not Included in above dollar amounts:
Revenue Producing: No If yes, amount:
Grant:
County Match:
Insurance Required: The County will be required to provide Certificates of Insurance 10 days
prior to the event as per the attached agreement with Rams Head.
Additional Details:
TDC Source of Funds 115 75401-Not To Exceed $150,000.00
01/18/23 NEW COST CENTER ADDED $150,000.00
115 75041 SC_00039
REVIEWED BY:
Kimberly Matthews Completed 12/29/2022 6:48 PM
Christine Limbert Completed 12/30/2022 9:37 AM
Purchasing Completed 12/30/2022 9:54 AM
Budget and Finance Completed 01/03/2023 9:21 AM
Maria Slavik Completed 01/03/2023 12:17 PM
Lindsey Ballard Completed 01/03/2023 1:03 PM
Board of County Commissioners Pending 01/18/2023 9:00 AM
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COFFEE BUTLER KEY WEST AMPHITHEATER
AT TRUMAN WATERFRONT 0
RENTAL AGREEMENT
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Agreement CL
This Rental Agreement is between Rams Head Promotions of Key West LLC,herein re- <
ferred to as "Rams Head Presents") and Monroe County, a political subdivision of the E
State, hereinafter referred to as "Tenant"The purpose of this Agreement is to define the
obligations of both parties pertaining to the rental of the Coffee Butler Key West Amphi-
theater described in the enclosed Attachment. The venue described in Attachment has
been reserved for you for the date and time stipulated. Please note that the hours as-
signed to your event include all set up and all clean up, including the set up and cleanup
of all subcontractors that you may use. It is understood you will adhere to and follow the
terms of this Agreement, and you will be responsible for any damage to the premises
and site, including the behavior of your guests, invitees, agents or sub-contractors re-
sulting from your use of venue. You are responsible for providing a list of all vendors to
the Coffee Butler Key West Amphitheater Venue Manager four (4)weeks prior to your as
event. In addition to the Certificate of Insurance you will be providing as the Tenant,
you are also responsible for providing Rams Head with valid certificates of insurance
with the proper amounts of coverage for all sub-contractors that you are using for your
event. These sub-contractors include, but are not limited to, caterers,valets, performers,
photographers, entertainment, equipment rentals (tables/chairs/tents, etc.), florists,
decorators, sound and lighting technicians, etc. All sub-contractors not affiliated with
Rams Head Presents must have a certificate of insurance, naming"Rams Head Promo-
tions of Key West, LLC" and the "City of Key West" as additional insured. In addition,
Tenant and each sub-contractor must complete E-Verification at least to days prior to
event.
Fees and Deposit
The rental fee and terms for your specific event(s) are described on the enclosed Attach-
ment(s). Unless otherwise stated,the total fee is due two(2)weeks prior to your event.
Upon receipt of this contract, a 25%deposit of the total rental fee is due to hold the 0
venue for your event given it is a non-ticketed event.The deposit is due two(2)weeks
from the date signed by Rams Head on this Agreement. Please send your signed Agree-
ment and deposit to: °b
Rams Head PresentsCD
512 Eaton Street
Key West FL 33040 E
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Each deposit is non-refundable and non-transferable. If cancellation occurs within the
last two weeks of the event,the full value of the event fees will be withheld.
Insurance E
Each tenant and their sub-contractors must obtain and provide a Commercial General
Liability policy with a minimum coverage of$1 million.The City of Key West shall be
named as an additional insured on Tenant's Certificates of Insurance.All subcontractor 0
shall name the City of Key West and Rams Head Promotions of Key West, LLC as addi-
tional insured.A Certificate of Insurance must be received no later than io days prior to
event date.
E-Verification E
All subcontractors that perform work under contract must enroll and participate in the
&Verify Program.All companies must provide proof of enrollment and make such rec-
ord(s) available to Rams Head Presents and the City of Key West upon request.
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Indemnity
In addition, subject to the sovereign immunity protection and limitations of indemnifi-
cation as set forth in 768.28, Florida Statutes Tenant agrees to indemnify and hold
harmless Rams Head Presents,its officers, staff and agents working on its behalf,from
any and all claims, actions, suits, costs, damages, and liabilities resulting from the
breach of this Agreement,the negligent actions,willful misconduct or omissions of Ten-
ant.Nothing in this agreement shall be construed as or provide for a waiver of sovereign
immunity.
Event Set-up Limitations
All property belonging to Tenant,Tenant's invitees, guests, agents and sub-contractors, 0
and all equipment shall be delivered, set up and removed on the day of the event. Should
the client need earlier access for set-up purposes,this can be arranged for an additional
fee.The Tenant is ultimately responsible for property belonging to the Tenant's invitees,
guests, agents and subcontractors.
.•No rice, rose petals,birdseed, confetti, glitter,floating sky lanterns,fire pits,till
torches or sparklers are allowed on the premises.
• Lights or other decorations may not be attached to the palm trees or other landscap-
ing.
• All decorations must be approved by the Venue Manager.
Caterers
Rams Head Presents has a list of approved caterers to choose from.We require you to N
select a caterer(s)from this list.No caterer can be used that is not on this list. Each ca- Q
terer on this list is familiar with the Coffee Butler Key West Amphitheater venue,rules
and regulations. Each caterer provides excellent food and exceptional service. Each one
of these approved caterers carries Rams Head Presents required liability insurance and
health permits.They offer a variety of menus and price ranges.
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Sound/Audio&Lighting
Below are our approved companies to provide sound and lighting for your event. Please
consult with us on the scope of event and we can recommend the best company for your
needs. 0
Audio Images
Art of Sound
Food and Beverage Control
With respect to any food and beverage services at the Coffee Butler Key West Amphithe-
ater, Rams Head Presents shall always bear sole responsibility for and execute all man-
agement activities related to food and beverage sales and operations, including, but not
limited to, the acquisition and distribution of alcohol and supervision of serving and
sales staff. Rams Head Presents shall be responsible for the hiring, firing, and supervi-
sion of any personnel, specifically including those who handle food and beverage sales
and operations at the venue.All profits from bar and concessions remain with venue
management.
Usher,Ticket Takers, Security Staff
All ushers,ticket-takers and security arrangements are made through Coffee Butler Am-
phitheater management at the tenant's expense. Staffing requirement numbers are de-
pendent on the type of show and the expected attendance. Please see rate sheet.
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Clean Up
Tenant shall be responsible for returning the venue to the state that it was provided to
them.All property belonging to Tenant,Tenant's invitees,guests, agents and sub-con-
tractors, shall be removed by the end of the rental period.All property remaining on the
premises beyond the end of the rental agreement will be charged at the prevailing hourly
rate. Should the tenant need special consideration for the removal of property beyond
the rental period,this can be arranged prior to the beginning of the event for an addi-
tional fee. Rams Head Presents is not responsible for any property left behind by Ten-
ant,Tenant's guests, invitees, agents and sub-contractors.The Tenant is responsible for
any and all damages to Rams Head Presents venues and surrounding site. Rams Head
Presents shall do a general clean up of the venue at the conclusion of the event,however
it is the Tenant's responsibility to remove all decorations.
Event Staff N
Rams Head Presents Venue Manager will be accessible throughout your event.The Q
manager will ensure that the venue and surrounding site are ready for your event, and
will meet with you prior to the beginning of your event.The manager will be accessible
to you at anytime during your event, and a contact number will be given to you to reach
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the manager if they are away from the venue.The manager will meet with you again to
coordinate the ending of your event.
Advertisement
Advertising and the sale of tickets for any event is not permitted until rental agreement,
verified seating manifest and signed contract have been received and approved by Coffee 0
Butler Amphitheater management.
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Ticketing
Tenants are required to sell tickets through the venue's ticketing system. Rams Head 0.
Presents is contracted through AXS.Ticket purchasing can be made via the Coffee But-
ler Amphitheater website(thtke3yestamp.com) and at the Key West Theater box office U)
at 512 Eaton Street.Tickets are also offered day of show at the Coffee Butler Amphithea-
ter Box Office.Venue Management shall be provided with ten(10) available complimen-
tary tickets for all performances.
Set Up/Break Down
Tenants will be given a one-day window on the front and back of rental date for set up
and breakdown.Additional days are subject to additional rental fees.
Tents
All tents and other logistical structures must be secured and weighed down. Staking is
NOT allowed.All weights used to secure tents should be a minimum of 10-151bs at each
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ground point.
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Police 0
Law Enforcement Officers are scheduled through Coffee Butler Amphitheater manage-
ment to assist with safety.The size and type of show, as well as the expected attendance,
will determine the number of law enforcement officers required.The tenant is responsi-
ble for this expense.
First Aid
Coffee Butler Amphitheater management requires trained medical staff at every event.
The renter is responsible for this expense.
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Force Majeure
The ability to execute this Agreement by either party is subject to the Acts of God, in-
cluding but not limited to hurricanes,flooding, earthquakes,fires,power outages, etc, as
well as any government intervention, staff disputes and strikes, civil disorders,terror- N
ism, or other emergencies. Should the event be canceled through a Force Majeure event, Q
all fees paid by Tenant to Rams Head Presents will be returned to Tenant within thirty
(30) days.
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Publicity/Use of Name and Logo
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Client shall not ur,s t ra name of Ranis Head Pr• enta„ 'any,trade narn , service mark,
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tra,d uur,a Is,ac wGrip a or logo of Rams Head pr(c�Seuut,arr any publicityreleases, d crti - '
ing or any other publication without%wra Ilead r°eselut prior wu,i".,err consent
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RA31S HEAD PRESENTS KEY WEST,IA,C,as Florida limited liability coinparpy M
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MONROE COUNTY ATTORNEY
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CHRISTINE LIMBL-MBARROWS
ASSISTANT Clyga,t TTORNEY
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ATTACHMENT
Venue Rental Agreement 0
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Name of Tenant: Monroe County BOCC
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Type of Event: Musical Concert and Drone Show E
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Name of Event: Monroe County 200t'Anniversary Celebration(working title)
Date of Event: March 25ffi, 2023
Time of Event: Doors open at SPm, Event begins at 6pm with Drone show to begin at
8:45Pm
Access to Venue(includes set-up&tear down time): (I don't know this one...what
would you suggest for Nick and Howard?)
Event must end at_drone show expected to end at 9Pm
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Contact Phone Number: 305-587-3683- Kimberly Matthews
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Email: matthews-kimberlyomonroecounty-fl.gov
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Estimated Costs due to Rams Head Presents
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*Not all fees will be applicable to all tenants
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VENUE RENTAL FEE : Site fee that covers the cost of renting the venue
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MANAGEMENT FEE: Staffing fee for management hours dedicated to the on-site needs of the
tenant U)
ADMINISTRATIVE : Fee for work hours dedicated to the event outside of on-site venue
management hours
SET UP/BREAKDOWN: Staffing fee for any set up,maintenance and breakdown dedicated to
event
WASTE MANAGEMENT: Cost of garbage and recycle of the event,as well as rental of port-o-
lets and garbage and recycle dumpsters
CITY RENTAL&CLEAN UP: Barricade rentals,trash&recycle bin rental,event clean up
FIRE/EMT:Trained medical staff are required at every event. The size and type of show, as
well as the expected attendance,will determine the number required. 0
POLICE: Law Enforcement Officers are scheduled to assist with safety.The size and type of
show, as well as the expected attendance,will determine the number of law enforcement officers
required.
BOX OFFICE PERSONNEL: Ushers,ticket takers, and scanners. Staffing requirement
numbers are dependent on the type of show and the expected attendance.
SECURITY: Staffing requirement numbers are dependent on the type of show and the expected
attendance.
SOUND/AUDIO/LIGHTING/STAGEHANDS: All work performed by contracted production
company is at the tenant's expense.
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CATERING: Food vending and catering must go through an approved contractor. Please Q
communicate needs with management.
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TENT/TABLE/FORK&SCISSOR/GENERATORS:All rentals of these items must go
through approved Coffee Butler Amphitheater contractor.Please communicate needs with man-
agement.
MISC(Trailer Rentals):Available for rent. Please discuss pricing with management
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OPERATIONAL BUDGET-200th Anniversary Celebration
ITEM Expense Notes
Waste Management(trash&recycle $4,000 Required:1 port o let for every 75 people,1-20 yrd garbage,120 yd uj
containers,port o lets) recycle
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Four Star Rental(Tents,tables,fork lift,
scissor lift) $3,500
City Staffing&Rental(barricades,chairs,
trash cans/recycle cans,on-site trash $2,000
removal during event/clean up post event)
Police-$55/hr $825 Based on 2 officers w/1 supervisor-2 hours
Fire Dept-$55/hr $550 Based on 2 EMT*They may require more-2 hours
Venue Rental w/tax $8,000 Performance rate(County is Tax exempt)
Currently no on-site internet but can be outsourced through outside
Internet/Wireless NA
company
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Marketing TBD-Renter may handle own marketing
Trailer Rental(Green Room/Dressing $750 If needed,we have two trailers(24'+28')Rental prices:$750&
Rooms/Production Office) $1000 E
Box Office Staff $250 Entrance/ticketing personnel)-we can utilize volunteers mainly Ry
Insurance COls will be provided per Agreement by County Risk Manager
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Stage Hands $2,500 >
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Production $17,000 12,000+video wall(5k) 0.
Security $1,400 $24/hr+1 Head of Security @ $40/hr*baed on 10 security staff+lead
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Responsible for developing and executing operations for event from
Operations Manager-$40/hr $500 beginning to end.Fee charged based on hours dedicated to
executing event.
Artist Catering $500 Dependent on artist needs
Ensures facility properly set up for event,maintained and secure.
Facility Manager-$50/hr $1,000
Fee charged based on hours required on-site for event.
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Sky Elements,a subcontractor of RamsHead will provide a 250 drone show at
Drone Show $70,000.00 the end of the concert.
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